Admin Task Calendar
The tables below list in detail the regularly occurring administrative tasks required by department administrators. Deadlines and documents are attached where required.
Quick Links: Frequency | July | August | September | October | November | December | January | February | March | April | May | June
Tasks to be done regularly |
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|---|---|---|---|---|
| Frequency: | Task: | Description: | Website / Location: | Contact: |
| Weekly, Biweekly, Monthly, Quarterly, Annually |
Review relevant HR reports | HR reports that are to be reviewed at the Unit/Departmental level. | Self Service : Administration : HR Inquiry : Standard Report Frequency Recommendations | Area HR Representative/ Coordinator |
| Weekly | Send emails to appropriate audience from the DEO mailing | Weekly email received from CLAS with announcements, reminders, due dates, policy implementation and changes. | https://clas.uiowa.edu/deos | Becca Tritten rebecca-tritten@uiowa.edu |
| Monthly | Review and Process TDRs | Financial reports to be processed. | Area accountant | |
| Monthly | Staff Meetings | |||
| Monthly | One-one staff meetings | |||
| Monthly | Account/spending plans | Meet with faculty & accountant to discuss accounts and spending plans. | ||
| Monthly | Account balances and projections | Meet with accountant to review account balances and projections. | Area Accountant | |
| Monthly | Payroll Cutoff | Typically 5 business days before the last day of the month, but can be earlier when there are holidays. See the Payroll calendar for specific dates. | https://hr.uiowa.edu/pay/payroll-services/payroll-calendars | Payroll payroll-web@uiowa.edu |
| Quarterly | Harassment Prevention Training | Quarterly training due be 3/31, 6/30, 9/30, 12/31. | CLAS HR | |
| Quarterly | Divest Foundation Funds | Divest Foundation funds if there isn’t enough spendable cash | https://www.uifoundation.org/finance/ (will need login & PW from foundation) | Area Accountant |
July |
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|---|---|---|---|---|
| Task: | Description: | Website / Location: | Contact: | Report/Resource: |
| Process Graduate Assistant Reappointments | Graduate Assistant Reappointment System closes August 12, 2022. | Self Service : Administration : HR Online Update : Grad Asst Reappointments | Department Admin or Delegate and Kristina Swanson kristina-swanson@uiowa.edu |
|
| Fall TA Assignments | Assign TAs to courses using the yearly TA allocation and requests as guidelines. | https://clas.uiowa.edu/deos/aministrative-manual-eligibility-graduate-assistantships | Department Admin or Delegate and Kristina Swanson kristina-swanson@uiowa.edu |
|
| Faculty % time changes | Initiate forms for faculty who are changing percent time for AY. | Self Service : Administration : Systems : HR Transaction System | Ryan Kirkey ryan-kirkey@uiowa.edu |
|
| LWOP and PDA forms | Initiate forms for faculty who are going on LWOP. PDA forms are submitted by individual faculty. | https://policy.clas.uiowa.edu/clas-policies-and-procedures/human-resources https://clas.uiowa.edu/research/career-development-awards |
Gabbie McDermott gabriella-mcdermott@uiowa.edu Melia Pieper melia-pieper@uiowa.edu |
|
| Submit Staff Appreciation Grant application | To fund appreciation/recognition efforts. | https://hr.uiowa.edu/recognition/staff-appreciation-grant | University of Iowa Human Resources | |
| Spring course offering schedule | Submit Spring 2024 course offerings in MAUI. Planner closes on July 3, 2024. | MAUI : Home : Registrar : Offerings Planner reg-maui-support@uiowa.edu | Department Admin or Delegate | |
| Review To Be Paid Report | Review that To Be Paid Report matches COS forms that were processed prior to July 1. Should review report monthly, but very important with start of the budget year. | HRIS | CLAS HR Rep | |
| Low enrolled courses | Review courses for low enrollment and cancel if needed. | CLAS MAX : Course Planning and Enrollment : CLAS Low Enrollment Report | Department Admin or Delegate | |
| Fall 2023 textbook(s) to be listed in MAUI | All textbook and resource orders for fall 2022 should be finalized in MAUI by Early Registration (April 10-28, 2023), but in no event later than four weeks prior to the start of the semester (July 24, 2023) in which the textbook is to be used by students. | Office of the Registrar reg-maui-support@uiowa.edu |
Courses Textbook Report | |
| Visitor and Adjunct Faculty forms | Initiate forms for visitor and adjunct faculty. | Self Service : Administration : Systems : HR Transaction System | Jeff Donoghue jeffrey-donoghue@uiowa.edu |
|
August |
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|---|---|---|---|---|
| Task: | Description: | Website / Location: | Contact: | Report/Resource: |
| Professional Development Award (PDA) Applications | PDA proposals for AY 2023-24 are due to DEO August 12, 2022; with DEO approval, due to Dean's Office on August 26, 2022. | https://policy.clas.uiowa.edu/clas-policies-and-procedures/research/professional-development-award-pda-recommendation-approval https://clas.uiowa.edu/research/career-development-awards https://clas.uiowa.edu/deos/mailing/may-18-2022/faculty-development-awards-applications-and-reporting-deadlines |
Gabbie McDermott, gabriella-mcdermott@uiowa.edu |
|
| AY22-23 Development Leave (PDA) Reports | Reports for awards completed during AY 2022-23 are due to DEO August 14, 2023; with DEO approval, due to Dean's Office August 28, 2023. | https://policy.clas.uiowa.edu/clas-policies-and-procedures/research/professional-development-award-pda-recommendation-approval | Gabbie McDermott gabriella-mcdermott@uiowa.edu |
|
| Spring Flex Load Reports due to CLAS | A form will be sent to faculty who had a flex load assignment. Reports for assignments completed spring 2022 are to DEO August 19, 2022.; with DEO approval, due to Dean's Office September 2, 2022. | https://clas.uiowa.edu/deos/mailing/may-18-2022/faculty-development-awards-applications-and-reporting-deadlines | Gabbie McDermott gabriella-mcdermott@uiowa.edu |
|
| May Brodbeck Humanities/James Van Allen Natural Sciences Fellowship reports due to CLAS | Reports for extended AY 2020-21 awards (James Van Allen Natural Sciences fellowships) due to DEO August 12, 2022; with DEO approval, due to Dean's Office August 19, 2022. | https://provost.uiowa.edu/faculty-resources/ui-faculty-awards/faculty-development-awards-program/faculty-fellowships-brodbeck https://clas.uiowa.edu/deos/mailing/may-18-2022/faculty-development-awards-applications-and-reporting-deadlines |
Gabbie McDermott gabriella-mcdermott@uiowa.edu Office of the Provost provost-office@uiowa.edu |
|
| P&T Workshop | Offered by Dean’s office once in the fall and once in the spring. Fall workshop: August 30, 2022, 2:30-4:30pm via Zoom |
https://clas.uiowa.edu/faculty/faculty-appointments-review-promotion-and-tenure-review | Tiffany Schier tiffany-schier@uiowa.edu |
|
| Summer course offering schedule | Summer 2023 course offering schedule due in MAUI. Offerings planner closes August 9, 2022. Need to input faculty and TA salaries for summer. Refer to the summer session appointment process link here: https://policy.clas.uiowa.edu/clas-policies-and-procedures/faculty/summerwinter-salary-teaching-course |
MAUI : Home : Registrar : Offerings Planner reg-maui-support@uiowa.edu | Department Admin or Delegate | |
| Spring/Summer funding requests | Send out call to faculty and staff. | Department Admin or Delegate | ||
| Food & Beverage and Recognition policies | Review and update the Food & Beverage and Recognition policies. Send updated policies to Sherry Roe. | https://policy.clas.uiowa.edu/clas-policies-and-procedures/budget-and-finance/food-and-beverage | Sherry Roe sherry-roe@uiowa.edu |
|
| Cash Handling policy | Review and update departmental Cash Handling policy. Send updated policy to Sherry Roe. | https://afr.fo.uiowa.edu/cash-handlling/cash-handling-deposits-policies-and-procedures | Sherry Roe, sherry-roe@uiowa.edu |
|
| I9s | Complete forms with newly funded graduate students and faculty. | https://hr.uiowa.edu/immigration/i-9-information | Department HR Rep | |
| Low enrolled courses | Review courses for low enrollment and cancel if needed. | CLAS MAX : Course Planning and Enrollment : CLAS Low Enrollment Report | Department Admin or Delegate | |
| Collect and post faculty and graduate teaching assistants office hours for the current/upcoming session | Post office hours for faculty and teaching assistants on office doors and the website. | Department Admin or Delegate | ||
| Collect syllabi for DEO review and approval | Syllabi are due to the DEO two weeks prior to the start of classes for review and approval. | https://clas.uiowa.edu/faculty/required-syllabus | Department Admin or Delegate | |
| TA Expectations | Send beginning of semester TA expectation forms to faculty, who are to meet with TAs during first week of semester, return signed forms to admin for scanning/filing. | https://hr.uiowa.edu/bargaining/cogs and elr-help@uiowa.edu |
Department Admin or Delegate and Employee Labor Relations | |
| ESPA/ELPT Request for Evaluation for TA Certification Forms | If necessary for new fall TA, submit online Request for Evaluation form to ESL Office. Deadline: August 1 |
Self Service : Administration : Forms : ESL TA Certification | ESL Office | |
| Financial Sub-Certification due | Financial Sub-Certification document due to CLAS. Deadline: 5pm on August 27, 2021 |
Information on the process: https://controller.fo.uiowa.edu/financial-certification-and-financial-sub-certification Questions to be answered in the sub-certification: https://controller.fo.uiowa.edu/questions-related-policies |
Area Accountants | |
Awards & Nominations |
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| Mary Jo Small professional development applications due | The Mary Jo Small Staff Fellowship is an award that University of Iowa staff members may use to help defray costs associated with regional, national, or international meetings or workshops, as well as a variety of other non-academic professional development opportunities on and off-campus. Applications submitted by the February 28 deadline will be reviewed and announced in March. Applications submitted by August 31 will be reviewed and announced in September. |
https://hr.uiowa.edu/learn/mary-jo-small-staff-fellowship-award | uilearndevelop@uiowa.edu | |
September |
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|---|---|---|---|---|
| Task: | Description: | Website / Location: | Contact: | Report/Resource: |
| Faculty search process workshop (sometimes late August) | Offered by Dean’s office on yearly basis (2023 workshop not yet announced) |
https://clas.uiowa.edu/deos/deo-calendar | Becca Tritten rebecca-tritten@uiowa.edu |
|
| Instructional Facilities Governance Report | Verify fall course data as required by Board of Regents. Fall 2021 report due September 1, 2021. |
https://registrar.uiowa.edu/instructional-facilities-governance-report | Academic Departmental Administrator role in MAUI | |
| GE Course proposals due | GE CLAS Core proposals for fall semester are due by September 3, 2022. | https://clas.uiowa.edu/faculty/proposing-course-ge-clas-core-status | Jennifer Eimers jennifer-eimers@uiowa.edu |
|
| Quarterly SHPE deadline | All faculty and staff must complete the Sexual Harassment Prevention Education (SHPE) every three years. Deadline: September 30 |
https://diversity.uiowa.edu/programs/training-programs/harassment-prevention-education-course-information | EOD at 319-335-0705 or diversity@uiowa.edu | |
| PTEAP (post tenure effort allocation policy) | PTEAP updates due to CLAS. Review PTEAP filed in spring and report changes in faculty effort to CLAS. Deadline: September 30 |
PTEAP - login with HawkID and password https://login.uiowa.edu/uip/login.page?service=http://apps.provost.uiowa.edu/apps/portal/logon.aspx?ReturnUrl=%2fapps%2fpteap%2fdefault.aspx | Tiffany Schier tiffany-schier@uiowa.edu |
|
| Instructional equipment proposals | Instructional equipment proposals due to CLAS. Deadline: September 30, 2022 |
https://clas.uiowa.edu/deos/mailing/august-25-2021/instructional-equipment-proposals | Eugene Buck eugene-buck@uiowa.edu |
|
| Funding requests | Organize and send requests for funding to the Departmental Executive Committee | |||
| Tenure Case materials | Send materials to external reviewers | General P&T information: https://clas.uiowa.edu/faculty/faculty-appointments-review-promotion-and-tenure-review | Tiffany Schier tiffany-schier@uiowa.edu |
|
| DCG meetings | Schedule DCG meetings for tenure cases and promotion cases | General P&T information: https://clas.uiowa.edu/faculty/faculty-appointments-review-promotion-and-tenure-review | Tiffany Schier tiffany-schier@uiowa.edu |
|
| Faculty reviews | Schedule for probationary, 3rd year, promotion/tenure, post-tenure (5 year peer review) and lecturers are found via Employee Self Service > Administration > Faculty Admin. Applications > Faculty Review Application. Lists are no longer emailed from Dean's Office. |
https://clas.uiowa.edu/faculty/faculty-appointments-review | Tiffany Schier tiffany-schier@uiowa.edu |
|
| Special Comp, Payments | Process special compensation payments for faculty overload and staff adjuncts based on enrollments on census day. | Self Service : Administration : Systems : HR Transaction System | Jeff Donoghue jeffrey-donoghue@uiowa.edu |
|
| Summer budget requests | Request for summer budgeted items other than faculty/TA’s. New process coming. Details TBA. |
For example, staffing for any centers that will remain open during the summer | ||
| Remind faculty to review spring and summer course schedule | Faculty need to go into MyUI to review their spring and summer schedules for accuracy before students are able to enroll in courses. Offerings planner open for changes September 18 - October 1, 2023. MyUI Course Browse and Schedule Builder are available to students October 2, 2023. | https://myui.uiowa.edu/my-ui/home.page | Department Admin or Delegate | |
October |
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|---|---|---|---|---|
| Task: | Description: | Website / Location: | Contact: | Report/Resource: |
| ESPA/ELPT Request for Evaluation for TA Certification Forms | If necessary for new spring TA, submit online Request for Evaluation form to ESL Office. TAPE fees assessed and billed. Deadline: October 1 |
Self Service : Administration : Forms : ESL TA Certification | ESL Office | |
| Course Fee Proposals | Spring session course fee proposals due in MAUI by October 1. | Information on course fees: https://registrar.uiowa.edu/course-fee-information | Office of the Registrar registrar@uiowa.edu |
|
| Newly Promoted to Full Professor Workshop | Newly Promoted to Full Professor Workshop offered by Dean’s Office via Zoom, October 6, 2022 | https://clas.uiowa.edu/deos/mailing/august-10-2022/reminder-fall-2022-workshop-schedule | Tiffany Schier tiffany-schier@uiowa.edu |
|
| Flex load assignment applications due to CLAS | Probationary faculty flex loads; contact Gabbie for the form. Due to DEO October 11, 2022; with DEO approval, due to Dean's Office October 25, 2022. |
https://clas.uiowa.edu/deos/mailing/may-18-2022/faculty-development-awards-applications-and-reporting-deadlines | Gabbie McDermott gabriella-mcdermott@uiowa.edu |
|
| Capital Asset Management Inventory Due | Department led inventory completion deadline: October 15, 2021. | https://hris.uiowa.edu/security/imfosec/ | LeAnn Meeks and Chad Ortgiesen cam@uiowa.edu |
|
| Old Gold Summer Fellowship Reports | Faculty who received an Old Gold Fellowship the previous summer must submit a report. For fellowships completed summer 2022, due to DEO October 18, 2022; with DEO approval, due to Dean's Office November 1, 2022. |
https://clas.uiowa.edu/deos/mailing/may-18-2022/faculty-development-awards-applications-and-reporting-deadlines | Gabbie McDermott gabriella-mcdermott@uiowa.edu |
|
| Newly Tenured Workshop | Newly Tenured Workshop offered by Dean’s Office via Zoom, October 20, 2022 | https://clas.uiowa.edu/deos/mailing/august-10-2022/reminder-fall-2022-workshop-schedule | Tiffany Schier tiffany-schier@uiowa.edu |
|
| Faculty Review Workshop | Offered by Dean’s office each fall via zoom, October 25, 2022 | https://clas.uiowa.edu/deos/workshop-registration | Tiffany Schier tiffany-schier@uiowa.edu |
|
| Effort Certification/Personal Activity Reports (PARs) | PARS are due for faculty, Post-docs, and P&S staff by October 31, 2021 | https://policy.clas.uiowa.edu/clas-policies-and-procedures/research/effort-reportingpersonnel-activity-report-par | Bob Le Sage (Grant Accounting), 335-0102 Department Admin Faculty | |
| Fall course offering schedule | Submit Fall 2023 course offerings in MAUI. Planner closes on November 1, 2022. | MAUI Offerings Planner | Department Admin or Delegate | |
| Teaching Assistant Observation due by 8th week of the semester | CLAS requires faculty who supervise TA instructors to observe and evaluate them by the 8th week of the semester. | https://clas.uiowa.edu/deos/mailing/june-28-2017/ta-orientation | Christine Getz christine-getz@uiowa.edu |
|
| Initiate COS forms – Faculty | Ensure faculty are on correct MFKs for November 1 university snapshot (the official FTE headcount the University reports for the year, also reported based on funding source). Departments should have all hires, appointment changes, termination/retirement/phased retirement, research/course releases, grant releases completed through workflow in time for the November 1 snapshot. |
Self Service : Administration : Systems : HR Transaction System | Ryan Kirkey ryan-kirkey@uiowa.edu |
|
| Spring scholarships | Process Spring scholarships in MAUI. | MAUI : Home : Scholarships & Grants Workflow – click on “recipient form” | ||
Awards & Nominations |
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| Innovation in Teaching with Technology Award | Award provides funding for innovative and results-oriented learning technology projects that raise the level of teaching and learning at UI and have the potential to directly impact student success and retention. | https://teach.its.uiowa.edu/initiatives/itta | Steve Silva stephen-silva@uiowa.edu |
|
| Jumpstarting Tomorrow Seed Grant Program | Applications to seed interdisciplinary and multidisciplinary research communities due. LOI due October 1, 2021 |
https://research.uiowa.edu/jumpstarting-tomorrow-seed-grant-program | Josh Weiner joshua-weiner@uiowa.edu |
|
| Obermann Graduate Institute Applications Due | Intensive week-long interdisciplinary seminar for graduate students (new). Graduate Institute on Engagement and the Academy. Application deadline: Oct. 13, 2020. |
https://obermann.uiowa.edu/programs/graduateinstitute | Jennifer New jennifer-new@uiowa.edu |
|
| Mary Louise Kelly Award Nominations due | Award to support CLAS staff with job-related continuing education and professional activity. Application deadline: October 15, 2021 |
https://clas.uiowa.edu/human-resources/mary-louise-kelley-professional-development-award | Melia Pieper melia-pieper@uiowa.edu |
|
| Global Research Partnership Award Proposals due | The Global Research Partnership Award (GRPA) is intended to help initiate new or expand existing international partnerships and/or to build an institutional relationship to facilitate future joint research projects. Deadline: October 15 of the calendar year prior to the one in which funding will be used. |
https://international.uiowa.edu/faculty/ip-funding/global-research-partnership-award | Amy Welter amy-welter@uiowa.edu |
|
| Developmental Sciences Hybridoma Bank award application | The Developmental Sciences Hybridoma Bank (DSHB) Awards provide support to tenured CLAS faculty for an approved research project within the humanities. The award is expected to result in at least one project for publication, or a national/ international presentation. Due to DEO October 18 and due to Dean with DEO approval November 1, 2021. |
https://clas.uiowa.edu/faculty/clas-dshb-faculty-scholar-award | Gabbie McDermott gabriella-mcdermott@uiowa.edu |
|
| CLAS Dissertation Writing Fellowship | Fellowship funding to complete PhD dissertation. Deadline: October 19, 2021 |
https://clas.uiowa.edu/deos/mailing/september-01-2021/clas-dissertation-writing-fellowships-due-october-19 | Gabbie McDermott gabriella-mcdermott@uiowa.edu |
|
| May Brodbeck Humanities/James Van Allen Natural Sciences Fellowship nominations | Eligible faculty members apply. Brodbeck awarded in the fall of even-numbered years; Van Allen awarded in the fall of odd-numbered years. For AY2022-23, Brodbeck fellowship applications due to DEO October 21, 2022; with DEO approval, due to Dean's Office November 4, 2022. |
https://provost.uiowa.edu/apply-faculty-fellowship https://clas.uiowa.edu/deos/mailing/may-18-2022/faculty-development-awards-applications-and-reporting-deadlines |
Gabbie McDermott gabriella-mcdermott@uiowa.edu Office of the Provost provost-office@uiowa.edu |
|
| Outstanding Faculty Mentor Award nominations due | Award recognizes exemplary mentoring of doctoral students by members of the UI graduate faculty. Deadline: October 21, 2019 |
https://www.grad.uiowa.edu/faculty-staff/awards/outstanding-mentor | Kathy Klein Gerling kathy-klein@uiowa.edu |
|
November |
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|---|---|---|---|---|
| Task: | Description: | Website / Location: | Contact: | Report/Resource: |
| Preparing for Promotion to Full Professor Workshop | Preparing for Promotion to Full Professor Workshop offered by Dean’s Office via Zoom, November 1, 2022 | https://clas.uiowa.edu/deos/mailing/august-10-2022/reminder-fall-2022-workshop-schedule | Tiffany Schier tiffany-schier@uiowa.edu |
|
| Newly Promoted to Associate Professor of Instruction Workshop | Newly Promoted to Associate Professor of Instruction Workshop offered by Dean’s Office via Zoom, November 3, 2022 | https://clas.uiowa.edu/deos/mailing/august-10-2022/reminder-fall-2022-workshop-schedule | Tiffany Schier tiffany-schier@uiowa.edu |
|
| Departmental Classroom Improvement Proposals due | Funding available for departmental classroom improvement projects. Deadline: November 6, 2020. |
https://clas.uiowa.edu/deos/mailing/october-14-2020/departmental-classroom-improvement-proposals | Eugene Buck eugene-buck@uiowa.edu |
|
| Spring 2024 textbook(s) to be listed in MAUI | All textbook and resource orders for spring 2023 should be finalized in MAUI by Early Registration (November 6, 2023), but in no event later than four weeks prior to the start of the semester in which the textbook is to be used by students. | Registrar's Office | Courses Textbook Report | |
| Begin monitoring low enrollments during Early Registration Period for Spring Session | Monitor low enrollments through the registration period. Consult DEO on recommendations for consolidation and/or cancellation of low enrolled courses. Spring 2023 early registration: November 6 - December 1, 2023. |
https://myui.uiowa.edu/my-ui/courses/dashboard.page | Department Admin or Delegate | Instructional Capacity – Matching Section Offerings to Demand |
| Preparing for Promotion to Full Professor Workshop | Preparing for Promotion to Full Professor Workshop offered by Dean’s Office via Zoom, November 10, 2022 | https://clas.uiowa.edu/deos/mailing/august-10-2022/reminder-fall-2022-workshop-schedule | Tiffany Schier tiffany-schier@uiowa.edu |
|
| Preparing for Instructional Track Promotion Workshop | Preparing for Instructional Track Promotion Workshop offered by Dean’s Office via Zoom, November 16, 2022 | https://clas.uiowa.edu/deos/mailing/august-10-2022/reminder-fall-2022-workshop-schedule | Tiffany Schier tiffany-schier@uiowa.edu |
|
| Old Gold Summer Fellowship nominations due | For summer 2023, applications due to DEO by November 21, 2022; with DEO approval, due to Dean's Office by December 5, 2022. | https://clas.uiowa.edu/research/old-gold-summer-fellowships https://clas.uiowa.edu/deos/mailing/may-18-2022/faculty-development-awards-applications-and-reporting-deadlines |
||
| TA Allocation requests and TA lines | Evaluate program TA allocation requests and award TA lines to programs for spring. | https://clas.uiowa.edu/deos/administrative-manual-graduate-appointments | Kristina Swanson kristina-swanson@uiowa.edu |
|
| Overload/adjunct offer letters | Complete overload and adjunct offer letters for Spring, send for review and signatures. | Adjunct information: https://clas.uiowa.edu/deos/administrative-manual-faculty-searches-and-appointments Offer letters available in CLAS shared drive |
Tiffany Schier tiffany-schier@uiowa.edu |
|
| New TA offer letters | Complete new TA offer letters for Spring, send for review and signatures. | https://clas.uiowa.edu/deos/administrative-manual-graduate-appointments | Gabbie McDermott gabriella-mcdermott@uiowa.edu |
|
| Update Departmental Disaster Preparedness Plan | Typically receive email from HR to initiate updates. Review annually to ensure contacts are up to date. |
https://hr.uiowa.edu/policies/disaster-preparedness | Julie Rothbardt julie-rothbardt@uiowa.edu |
|
| TA Evaluation forms | Send departmental TA evaluation forms to faculty to complete for each TA by the last week of the semester. | https://clas.uiowa.edu/deos/administrative-manual-evaluation-teaching-assistants | Gabbie McDermott gabriella-mcdermott@uiowa.edu |
|
| End of semester potluck | Normally, plan end of semester potluck (if your area has one). | |||
| Thanksgiving Break office hours/closing | Notify Dean's office if you modify Thanksgiving Break office hours. Include primary contact on days that are not standard University Holidays. | Becca Tritten rebecca-tritten@uiowa.edu |
||
Awards & Nominations |
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| (IOWA) Improving Our Workplace Award nominations due | To recognize someone who is making a positive difference in the results your workplace is achieving. Deadline: November 1 |
https://hr.uiowa.edu/recognition/iowa-award | UI Learning and Development uilearndevelop@uiowa.edu |
|
| Herman J. and Eileen S. Schmidt Chair nominations due | Chair honors CLAS faculty for excellence and sustained leadership in the education of undergraduates. Deadline: November 5, 2020 |
https://clas.uiowa.edu/deos/mailing/september-30-2020/nominations-herman-j-and-eileen-s-schmidt-chair | Becca Tritten rebecca-tritten@uiowa.edu |
|
| President and Provost Awards for Teaching Excellence nominations due | Recognizing faculty for teaching excellence over a three-year period. Deadline: November 7, 2022 |
https://clas.uiowa.edu/deos/mailing/september-21-2022/clas-nominations-2022-23-president-and-provost-awards-teaching | Gabbie McDermott gabriella-mcdermott@uiowa.edu |
|
| International Programs' Major Projects Award | International Programs' Major Projects Award promotes important contributions to scholarly debates and exchanges on international topics, issues, discoveries, and arts. Deadline: November 20 of the academic year prior to the one in which funding programming would take place |
https://international.uiowa.edu/faculty/ip-funding/major-projects-awards | Amy Welter, amy-welter@uiowa.edu | |
| Regents Award for Faculty Excellence due to CLAS | Nominations of outstanding faculty members. Deadline: November 26, 2021 |
https://provost.uiowa.edu/faculty-resources/ui-faculty-awards/other-awards-ui-faculty/regents-award-faculty-excellence | Becca Tritten rebecca-tritten@uiowa.edu |
|
| Exceptional Performance Awards for P&S Staff due | Award (funded by the department) for staff exceptional performance. Deadline: November 30, 2021 |
https://clas.uiowa.edu/human-resources/exceptional-performance-flexible-pay-awards | Julie Rothbardt julie-rothbardt@uiowa.edu |
|
December |
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|---|---|---|---|---|
| Task: | Description: | Website / Location: | Contact: | Report/Resource: |
| 3-5 Year Faculty Hiring Plans due | 3-5 Year Faculty Hiring Plans due to CLAS December 1, 2022 | Tiffany Schier, tiffany-schier@uiowa.edu | ||
| Marcus Bach Fellowship nominations due to CLAS | Fellowship for graduate students in the Humanities. Deadline: December 1, 2022 |
https://clas.uiowa.edu/students/marcus-bach-graduate-fellowships https://clas.uiowa.edu/deos/mailing/november-02-2022/reminder-marcus-bach-graduate-fellowships-due-december-1 |
Gabbie McDermott gabriella-mcdermott@uiowa.edu |
|
| P&T cases | Tenure and Instructional Track Promotion cases due to CLAS December 5, 2022. Promotion to Full Professor cases due to CLAS December 12, 2022. |
https://clas.uiowa.edu/faculty/faculty-appointments-review | Tiffany Schier tiffany-schier@uiowa.edu |
|
| Graduate student appointments/ reappointments | Process graduate student appointments and reappointments (only open for a limited time, usually mid-December until the Friday before classes begin for the Spring semester). Consult Business Brief for annual date range. Dates Grad Reappointment system open: December 5, 2022 - January 13, 2023 |
New: Self Service : Administration : Systems : HR Transaction System Reappointment: Self Service : Administration : HR Online Update : Grad Asst Reappointments |
Kristina Swanson kristina-swanson@uiowa.edu |
|
| 2023-2024 Visitor and Adjunct Requests due | 2023-2024 Visitor and Adjunct Requests due in CLAS MAX by December 7, 2022 | Jeff Donoghue jeff-donoghue@uiowa.edu |
||
| Pre-Proposals for Faculty Lines due | Pre-Proposals for Faculty Lines due to CLAS December 15, 2022 | https://clas.uiowa.edu/deos/mailing/october-26-2022/hiring-plans-and-faculty-line-pre-proposal-deadlines | Tiffany Schier, tiffany-schier@uiowa.edu | |
| 2022-23 Collegiate Teaching Award Nominee Proposal due | Proposals from departments for awards recognizing faculty for teaching excellence over a three-year period. Proposals due December 16, 2022. Nomination materials due February 8, 2023. |
https://clas.uiowa.edu/deos/mailing/november-16-2022/call-nominations-2022-23-collegiate-teaching-awards https://clas.uiowa.edu/faculty/collegiate-teaching-awards |
Gabbie McDermott gabriella-mcdermott@uiowa.edu |
|
| TA Teaching Evaluation | Meet with TAs to review teaching evaluation forms. | |||
| Fall Terminations | Process Fall terminations for TA/RA, adjunct, faculty and staff. | Self Service : Administration : Systems : HR Transaction System | TA and RA: Kristina Swanson kristina-swanson@uiowa.edu Staff and Adjunct: Jeff Donoghue jeffrey-donoghue@uiowa.edu Faculty: Ryan Kirkey, ryan-kirkey@uiowa.edu |
|
| Spring TA Assignments | Assign spring TAs to sections in MAUI. | |||
| Staff holiday lunch | Plan staff holiday lunch/virtual celebration. | |||
| Winter Break office hours/closing | Notify Dean's office if you modify Winter Break office hours. Include primary contact on days that are not standard University Holidays. | Becca Tritten rebecca-tritten@uiowa.edu |
||
Awards & Nominations |
||||
| Perry A. and Helen J. Bond Fund for Interdisciplinary Interaction proposals due | Bond funds are intended to promote interdisciplinary events (new). Deadline: Dec 1 and May 1 each year |
https://policy.clas.uiowa.edu/clas-policies-and-procedures/faculty/perry-and-helen-j-bond-fund-interdisciplinary-interaction | Becca Tritten rebecca-tritten@uiowa.edu |
|
January |
||||
|---|---|---|---|---|
| Task: | Description: | Website / Location: | Contact: | Report/Resource: |
| Special Comp Payments | Process special compensation payments for faculty overload and staff adjuncts based on enrollments on census day (10th business day of semester). | Self Service : Administration : Systems : HR Transaction System | Jeff Donoghue jeffrey-donoghue@uiowa.edu |
|
| TA Expectations | Send beginning of semester TA expectation forms to faculty, who are to meet with TAs during first week of semester, return signed forms to admin for scanning/filing. | |||
| I9s | Complete forms with newly funded graduate students and faculty; also update section 3 with new start date if there has been ANY break in service. Adjunct technically breaks every semester. | Department HR Rep | ||
| Low enrolled courses | Review courses for low enrollment and cancel if needed (also good to check after early registration is complete in December). | CLAS MAX : Course Planning and Enrollment : CLAS Low Enrollment Report | Department Admin or Delegate | |
| GE Course proposals due | GE CLAS Core proposals for spring semester are due by January 17, 2023. | https://clas.uiowa.edu/faculty/proposing-course-ge-clas-core-status | Jennifer Eimers jennifer-eimers@uiowa.edu |
|
| Collect and post faculty and graduate teaching assistants office hours for the spring semester | Post office hours for faculty and teaching assistants on office doors and the website. Departments are encouraged to use the term "walk in hours" rather than "office hours". | Department Admin or Delegate | ||
| Collect syllabi for DEO review and approval | Syllabi are due to the DEO two weeks prior to the start of classes for review and approval. | https://clas.uiowa.edu/faculty/clas-required-syllabus-elements | Department Admin or Delegate | |
| COS Forms – Faculty | Initiate COS forms to bring faculty back to budgeted salary, effective July 1, 20XX. | Self Service : Administration : Systems : HR Transaction System | Ryan Kirkey, ryan-kirkey@uiowa.edu | |
| Termination Forms – Faculty | Initiate termination forms for faculty retiring/resigning at end of academic year. | Self Service : Administration : Systems : HR Transaction System | Department HR Rep | |
| Graduate student appointments/ reappointments (see also in December) | Process graduate student appointments and reappointments (only open for a limited time, usually mid-December until the Friday before classes begin for the Spring semester). Consult Business Brief for annual date range. Dates Grad Reappointment system open: December 5, 2022 - January 13, 2023 |
New: Self Service : Administration : Systems : HR Transaction System Reappointment: Self Service : Administration : HR Online Update : Grad Asst Reappointments |
Kristina Swanson kristina-swanson@uiowa.edu | |
| F&A reports due to CLAS | Planned usage of F&A funds returned to departments from CLAS (from Grant related funding). | https://policy.clas.uiowa.edu/clas-policies-and-procedures/research/facilities-and-administrative-fa-costs | Gabbie McDermott gabriella-mcdermott@uiowa.edu |
|
| General Catalog updates | General Catalog updates due in February. Catalog open for edits: December 5, 2022 - February 6, 2023 |
http://nextcatalog.registrar.uiowa.edu 2022-2023 General Catalog: Due Date and Related Curricular Information | College of Liberal Arts and Sciences (uiowa.edu) |
Jan Brunstein jan-brunstein@uiowa.edu |
|
| Review bi-weekly student employment | Terminate employees that are no longer working in department or are not registered for spring 2023. | Department HR Rep | ||
| MAUI Offerings Planner Open for Fall Review | Fall 2023 offerings planner open for department review January 13, 2023 to January 27, 2023. | MAUI : Home : Registrar : Offerings Planner reg-maui-support@uiowa.edu |
Department Admin or delegate | |
| CLAS Dissertation Writing Fellowship | Deadline: January 27, 2023 | https://clas.uiowa.edu/deos/mailing/january-18-2023/reminder-clas-dissertation-writing-fellowships-applications-due-january | Gabbie McDermott gabriella-mcdermott@uiowa.edu |
|
| Alumni Award nominations due | Distinguished Alumni recognizes individuals for outstanding achievement or service. Nominations for the 2023 awards may be submitted at any time, but should be postmarked no later than January 31, 2023. |
https://www.foriowa.org/daa/ | Nici Bontrager, nici.bontrager@foriowa.org | |
| First-year seminar | Proposals are due to CLAS. Deadline: January 31, 2023 |
https://clas.uiowa.edu/faculty/academic-programs-first-year-seminars Reminder: Call for First-Year Seminar Proposals for Fall 2023 due January 31, 2023 |
Angela Lamb angela-lamb@uiowa.edu |
|
Awards & Nominations |
||||
| Susan C. Buckley Distinguished Achievement Award for Staff nominations due | Award recognizes staff that serve as mentors/role models for women/girls and contributions of significant impact through leadership, innovation, and/or subject matter expertise. Deadline: January 6, 2023 |
Susan C. Buckley Distinguished Achievement Award for Staff https://celebrationofexcellence.sites.uiowa.edu/distinguished-achievement-award |
Jionting Hu jiongting-hu@uiowa.edu |
|
| May Brodbeck Distinguished Achievement Award for Faculty | Award recognizes faculty that serve as mentors/role models for women/girls and contributions of significant impact through leadership, innovation, and/or subject matter expertise. Deadline: January 6, 2023 |
https://celebrationofexcellence.sites.uiowa.edu/award-applications | Jionting Hu jiongting-hu@uiowa.edu |
|
| CLAS Alumni Fellows nominations due to CLAS | To recognize former undergraduate and graduate students for their contributions to society, their professions, CLAS, and UI. Deadline: January 27, 2023 |
https://clas.uiowa.edu/deos/mailing/january-11-2023/reminder-call-2023-clas-alumni-fellows | Lisa Gray lisa-gray@uiowa.edu |
|
February |
||||
|---|---|---|---|---|
| Task: | Description: | Website / Location: | Contact: | Report/Resource: |
| Staff Performance Reviews | Begin the process for staff performance reviews | https://policy.clas.uiowa.edu/clas-policies-and-procedures/human-resources/staff-performance-reviews | Unit HR Rep | |
| Faculty Change in Budgeted Appointment Proposals due | Proposals from faculty requesting to move all or part of their budgeted appointment to a different department of appointment, or for jointly appointed faculty to alter the percentage appointment in each department due February 1, 2023 | https://policy.clas.uiowa.edu/clas-policies-and-procedures/faculty/request-change-appointment | Tiffany Schier, tiffany-schier@uiowa.edu | |
| Ida Beam applications | The Ida Beam distinguished professor applications due to CLAS. Due to DEOs February 1, 2023; Due to Deans February 15, 2023 |
https://provost.uiowa.edu/faculty-resources/ui-faculty-awards/ida-cordelia-beam-distinguished-visiting-professorships-program | Associate Provost for Faculty, faculty@uiowa.edu | |
| Course Fee Proposals | Summer and Fall session course fee proposals due in MAUI by February 1. | MAUI: Home: Course Fee Requests https://registrar.uiowa.edu/course-fees | Jennifer Eimers jennifer-eimers@uiowa.edu |
|
| Faculty Line Proposals Due | Pre-proposals for faculty searches are due February 1, 2023 | Proposal Process for Faculty Lines | College of Liberal Arts and Sciences (uiowa.edu) |
Tiffany Schier |
|
| Student Technology Fees | Proposals are due to CLAS. Deadline: February 1, 2023 |
https://clas.uiowa.edu/it-group/student-technology-fees | Lance Bolton lance-bolton@uiowa.edu |
|
| Report on outside professional activities due (eCOI) | The Conflict of Interest in the Workplace policy requires that all University of Iowa employees disclose any potential or actual conflicts of interest in the workplace in advance of initiating an activity or when the employee, in the exercise of reasonable diligence, first becomes aware of the conflict or the potential for conflict. | https://provost.uiowa.edu/conflicts-commitment-and-interest-policies-university-iowa | Office of the Provost faculty@uiowa.edu University Human Resources HR-Help@uiowa.edu |
|
| MyUI Course Browse available for Fall | Remind faculty to review fall course schedule before students register; faculty need to go into MyUI to review their fall schedules for accuracy. Fall 2023 course browse and Schedule Builder available in MyUI to students on January 30, 2023. |
https://myui.uiowa.edu | Department Admin or Delegate | |
| CQI | Continuous quality improvement project for Regents (CQUI) due (usually excel spreadsheet - focuses on large capacity courses). | Sent by Jennifer Eimers | Jennifer Eimers jennifer-eimers@uiowa.edu |
|
| Summer DEO forms | Initiate the summer DEO forms. | Self Service: Administration: HR Transaction System: Summer Support Form | Ryan Kirkey, ryan-kirkey@uiowa.edu | |
| Fall flex load assignment reports due to CLAS | A form will be sent to faculty who had a flex load assignment. Deadline: February 10, 2023 |
https://clas.uiowa.edu/deos/mailing/july-07-2021/2021-2022-deadlines-developmental-programs-not-yet-tenured-faculty | Gabbie McDermott gabriella-mcdermott@uiowa.edu |
|
Awards & Nominations |
||||
| International Engagement Teaching Award Nominations due to CLAS | CLAS/International Programs award. Deadline: February 9, 2022 |
https://clas.uiowa.edu/faculty/faculty-awards-memorials | Gabbie McDermott, gabriella-mcdermott@uiowa.edu | |
| Nominations for CLAS Staff Council | The Staff Council Ad Hoc Committee is seeking nominations for CLAS Staff Council. Nomination form open February 6-February 10, 2023 |
https://staffcouncil.clas.uiowa.edu/ CLAS Faculty Governance and CLAS Staff Council Elections | College of Liberal Arts and Sciences (uiowa.edu) |
Lisa Gray lisa-gray@uiowa.edu |
|
| Collegiate Teaching Award nominations due to CLAS | Nominations for faculty deserving of recognition in CLAS for outstanding teaching. Departments submit nomination proposals by December 16, 2022. The deadline for receipt of all nomination materials is February 8, 2023. |
https://clas.uiowa.edu/faculty/faculty-awards-memorials | Gabbie McDermott, gabriella-mcdermott@uiowa.edu | |
| Discovery and Innovation Awards nominations due | Awards to recognize faculty, staff and student research, laboratory safety, and mentorship in the areas of discovery, innovation, and leadership development. Deadline: February 7, 2023 |
https://research.uiowa.edu/office-vice-president-research/recognizing-research-and-innovation-excellence | Cheryl Ridgeway, cheryl-a-ridgeway@uiowa.edu | |
| Iowa Faculty Scholar Award nominations due | Award to recognize outstanding UI faculty members and provides each awardee with funds for a period of three years to enhance their scholarly activities with the goal of developing and supporting a cadre of UI scholars across a broad array of academic disciplines. Deadline: February 11, 2022 |
https://provost.uiowa.edu/iowa-faculty-scholar-award | Becca Tritten, rebecca-tritten@uiowa.edu | |
| Distinguished Research Administrator Award nominations due | Award is given annually to recognize staff members who performed exceptional service in support of research at the University of Iowa by exploring funding opportunities, assisting in grant proposal preparation, submission, post-award administration, and operational support. Deadline: February 1, 2022 |
https://research.uiowa.edu/distinguished-research-administrator-award | Cheryl Ridgeway cheryl-a-ridgeway@uiowa.edu |
|
| OVPR Faculty, Staff, and Student Recognition Awards due | To recognize research and innovation excellence. Deadline: February 7, 2023 |
https://research.uiowa.edu/discovery-and-innovation-awards | Cheryl Ridgeway cheryl-a-ridgeway@uiowa.edu or Marta Gomez marta-gomez@uiowa.edu |
|
| Mary Louise Kelly Staff Excellence Awards | Nominations are due to CLAS. Deadline: February 11, 2022 |
https://clas.uiowa.edu/human-resources/mary-louise-kelley-staff-excellence-awards | Julie Rothbardt julie-rothbardt@uiowa.edu |
|
| Nominations for Officers of Faculty Assembly due | The Faculty Assembly Nominating Committee is seeking nominations for Faculty Assembly officers for 2022-23 Nominations due Feb. 11, 2022 |
https://clas.uiowa.edu/faculty/faculty-assembly | Lisa Gray lisa-gray@uiowa.edu |
|
| Hancher-Finkbine CLAS Faculty & Staff Medallion nominations due | Award to recognize a faculty member whose hard work has made a significant contribution to the UI Community, specifically surrounding Learning - Leadership - Loyalty. Deadline: February 10, 2023 |
https://awards.studentlife.uiowa.edu/awards/hancher-finkbine-awards/ | Office of the Dean of Students, dos@uiowa.edu | |
| Jean Y. Jew Women’s Rights nominations due | Candidates who have demonstrated outstanding effort/achievement in improving the status of women at the University. Deadline: February 13, 2023 |
https://wrac.uiowa.edu/programs-and-services/scholarships/ | Laurie Haag laurie-haag@uiowa.edu |
|
| Mary Jo Small Professional Development applications due | The Mary Jo Small Staff Fellowship is an award that University of Iowa staff members may use to help defray costs associated with regional, national, or international meetings or workshops, as well as a variety of other non-academic professional development opportunities on and off-campus. Applications submitted by February 28 will be reviewed and announced in March. |
https://hr.uiowa.edu/learn/mary-jo-small-staff-fellowship-award | uilearndevelop@uiowa.edu | |
| The Lola Lopes Award for Undergraduate Student Advocacy | To honor a University of Iowa administrator, staff member, or faculty member (in a non-teaching role) who supports undergraduate education and who serves as a strong, effective advocate for undergraduate students. Deadline: February 24, 2023 |
https://provost.uiowa.edu/lola-lopes-award-undergraduate-student-advocacy | Angie Cochran angie-cochran@uiowa.edu |
|
March |
||||
|---|---|---|---|---|
| Task: | Description: | Website / Location: | Contact: | Report/Resource: |
| Full Proposals for Faculty Lines due | Full Proposals for Faculty Lines due to CLAS March 1, 2023 | Tiffany Schier, tiffany-schier@uiowa.edu | ||
| Probationary faculty third-year reviews | Third year reviews of probationary faculty due to CLAS. Deadline: March 3, 2023 |
https://clas.uiowa.edu/faculty/faculty-appointments-review https://provost.uiowa.edu/human-resources-administration/faculty-hr-administration/faculty-reviews |
Tiffany Schier, tiffany-schier@uiowa.edu | |
| Instructional Track Reappointment and Clinical Track Reappointment Reviews due |
Faculty reviews due to CLAS:
|
https://clas.uiowa.edu/faculty/faculty-appointments-review | Tiffany Schier, tiffany-schier@uiowa.edu | |
| Annual Reviews of Probationary Faculty, Instructional Track Faculty and Clinical Track Faculty due |
Faculty reviews due to CLAS:
Deadline: March 20, 2023 |
https://clas.uiowa.edu/faculty/faculty-appointments-review | Tiffany Schier, tiffany-schier@uiowa.edu | |
| Annual Tenured Faculty Reviews due |
Annual reviews of Tenured Faculty due |
https://clas.uiowa.edu/faculty/faculty-appointments-review | Tiffany Schier, tiffany-schier@uiowa.edu | |
| Lecturer line renewal requests | CLAS will notify departments annually of lines up for renewal, usually in the Spring. | https://clas.uiowa.edu/deos/mailing/february-13-2019/academic-and-professional-record-apr-annual-probationary-contract | Tiffany Schier tiffany-schier@uiowa.edu |
|
| Divestiture of UI Center for Advancement funds | UI Center for Advancement (UI Foundation) funds must be divested by end of month. | Forms for transfers and divestments found in Foundation folder | Area accountant | |
| Begin monitoring low enrollments during Early Registration Period for Summer Session | Monitor low enrollments through the registration period. Consult DEO on recommendations for consolidation and/or cancellation of low enrolled courses. Summer 2023 early registration is 3/6/2023 - 3/10/2023. |
MAUI: Course offerings or https://myui.uiowa.edu/my-ui/courses/dashboard.page | Department Admin or Delegate | Instructional Capacity – Matching Section Offerings to Demand |
| Staff Performance Reviews Due | Deadline: March 31, 2023 | https://policy.clas.uiowa.edu/clas-policies-and-procedures/human-resources/staff-performance-reviews | Unit HR Rep | |
Awards & Nominations |
||||
| Outstanding Teaching Assistant Awards due | Teaching assistants from all academic units may be nominated for these awards. Deadline: March 4, 2022 |
https://uiowa.edu/cot/outstanding-teaching-awards | Council on Teaching | |
| Diversity Catalyst Award nominations due | Honor those engaged in diversity initiatives during the previous academic. Deadline: March 8, 2021 |
https://diversity.uiowa.edu/programs/diversity-catalyst-awards | Equal Opportunity and Diversity diversity@uiowa.edu |
|
| Dean's Achievement Award nominations due | Nominated undergraduate students must be eligible for services from the Center for Inclusive Academic Excellence (CIAE), formerly the Center for Diversity and Enrichment (CDE). Deadline: March 9, 2022. |
https://clas.uiowa.edu/deos/mailing/february-16-2022/seeking-nominations-dean-s-achievement-awards# | Gabbie McDermott gabriella-mcdermott@uiowa.edu | |
| Michael J. Brody Award for Excellence in Service nominations due | Faculty deserving of service excellence recognition from the President and Provost Office. Deadline: March 4, 2022 |
https://uiowa.edu/facultysenate/michael-j-brody-award https://clas.uiowa.edu/deos/mailing/february-23-2022/reminder-nominations-sought-michael-j-brody-award |
Laura Zaper laura-zaper@uiowa.edu |
|
| Staff Nominations for University Charter and Non-Charter Committees due | The University of Iowa Staff Council Committee on Committees solicits applications to fill staff vacancies on University Charter and Non-Charter committees. Deadline: March 19, 2021 |
https://faculty-senate.uiowa.edu/committees/university-charter-and-non-charter-committees | Staff Council Committee on Committees | |
| (IOWA) Improving Our Workplace Award nominations due | To recognize someone who is making a positive difference in the results your workplace is achieving. Deadline: March 15, 2022 |
https://hr.uiowa.edu/recognition/iowa-award | UI Learning and Development uilearndevelop@uiowa.edu |
|
| CLAS Outreach and Public Engagement Award nominations due | To honor a CLAS faculty member who has engaged in activities that bring the University to broader communities in significant and sustained ways. Deadline: March 14, 2022 |
https://clas.uiowa.edu/faculty/clas-outstanding-outreach-and-public-engagement-award https://clas.uiowa.edu/deos/mailing/january-26-2022/clas-outreach-and-public-engagement-award-nominations-due-prior-march |
Gabbie McDermott gabriella-mcdermott@uiowa.edu |
|
April |
||||
|---|---|---|---|---|
| Task: | Description: | Website / Location: | Contact: | Report/Resource: |
| Faculty & Staff Merit Raise Salary App Opens |
Salary App opens for DEOs and Admins to submit merit salary increase requests. |
Email from Tom Koeppel | Tom Koeppel thomas-koeppel@uiowa.edu |
|
| 5-Year Peer Reviews due |
5-Year Peer Review of Tenured Faculty due Deadline: April 3, 2023 |
https://clas.uiowa.edu/faculty/faculty-appointments-review | Tiffany Schier, tiffany-schier@uiowa.edu | |
| Promotion & Tenure | By April 1, candidate informs DEO of intent. DEO informs candidate of promotion process for review and, by April 15, forwards names of faculty who have requested promotion for upcoming year. This process is same for promotion for the Instructional Track. |
https://clas.uiowa.edu/faculty/faculty-appointments-review-department-level-procedures | Tiffany Schier tiffany-schier@uiowa.edu |
|
| Promotion and Tenure Process Workshop | Offered by Dean’s office, typicallyl once in the fall and once in the spring. | https://clas.uiowa.edu/deos/deo-calendar | Tiffany Schier tiffany-schier@uiowa.edu |
|
| Notice of Intent to Apply for PDA due | DEO's must notify the Dean's Office of all faculty in their departments who intend to apply for a 2022-23 PDA (previously CDA). Deadline: Apr. 25, 2022 |
https://clas.uiowa.edu/research/professional-development-awards | Gabbie McDermott gabriella-mcdermott@uiowa.edu |
|
| Annual Staff Recognition Event | Mary Louise Kelly Staff Excellence, Leadership Award winners, Volunteer award winners and Years of Service employees are recognized. 2023 Event TBA |
Julie Rothbardt julie-rothbardt@uiowa.edu |
||
| Begin monitoring low enrollments during Early Registration Period for Fall Session | Monitor low enrollments through the registration period. Consult DEO on recommendations for consolidation and/or cancellation of low enrolled courses. Fall 2023 early registration: 4/10/2023 - 4/21/2023 |
MAUI : Course Offerings or https://myui.uiowa.edu/my-ui/courses/dashboard.page | Department Admin or Delegate | Instructional Capacity – Matching Section Offerings to Demand |
| Fall textbook(s) to be listed in MAUI | All textbook and resource orders for fall 2022 should be finalized in MAUI by Early Registration (April 10, 2023), but in no event later than four weeks prior to the start of the semester in which the textbook is to be used by students. | Registrar's Office | Courses Textbook Report | |
| PTEAP (Post Tenure Allocation Effort) | PTEAP is due; Faculty need to complete the PTEAP, but Admins can enter information for them. The new PTEAP application is in Self-Service. Deadline: April 7, 2023 |
https://apps.provost.uiowa.edu/apps/pteap/ https://clas.uiowa.edu/deos/mailing/february-23-2022/pteap-2022-2023-deadline-april-8-2022 |
Tiffany Schier tiffany-schier@uiowa.edu |
Office of the Provost PTEAP Information and Instructions |
| Offer Letters | Complete summer faculty, adjunct and TA offer letters. | https://provost.uiowa.edu/human-resources-administration/faculty-hr-administration/faculty-recruitment (Faculty offer letters) https://clas.uiowa.edu/deos/administrative-manual-graduate-appointments (TA Offer letters) |
Jeff Donoghue jeffrey-donoghue@uiowa.edu |
|
| Visiting Faculty Reviews Due | Annual Visiting Faculty reviews are due to CLAS. Deadline: April 7, 2023 |
https://policy.clas.uiowa.edu/clas-policies-and-procedures/faculty/faculty-reviews-visiting |
Tiffany Schier, tiffany-schier@uiowa.edu | |
| Salary App Closes | Salary App close for DEOs and Admins to submit merit salary increases. DEO submits ranking spreadsheets to CLAS. Tentative: Mid/Late April 2023 |
Tom Koeppel thomas-koeppel@uiowa.edu |
||
| Summer Research Faculty Forms | Workflow forms. | Self Service: Administration: HR Transaction System: Summer Support Form | Jeff Donoghue jeffrey-donoghue@uiowa.edu |
|
| Annual Disclosure of Outside Professional Activities and Interests due | Faculty eCOI disclosure due April 30, 2022. | https://provost.uiowa.edu/conflicts-commitment-and-interest-policies-university-iowa | Jan Waterhouse, UHR-eCOI@uiowa.edu |
Becca Tritten rebecca-tritten@uiowa.edu |
| Spring Terminations | Process Spring terminations for TA/RA, adjunct, faculty and staff. | Self Service : Administration : Systems : HR Transaction System | TA and RA: Kristina Swanson kristina-swanson@uiowa.edu Staff and Adjunct: Jeff Donoghue jeffrey-donoghue@uiowa.edu Faculty: Ryan Kirkey, ryan-kirkey@uiowa.edu |
|
| Extend end dates for lecturers & 0% appointments | Process yearly COS forms to extend the end dates for lecturers and 0% appointments. | Self Service : Administration : Systems : HR Transaction System | Department Admin or Delegate | |
| Graduate Learning Outcomes & Assessments Due | The Graduate College requests each graduate program fill out and return the Learning Outcomes Assessment Template by April 2, 2021. | Steve Varga steven-varga@uiowa.edu |
||
| Funding Proposals for Provost's Global Forum | The Provost’s Global Forum is the premier annual event on campus focused on international and global issues. The forum brings together experts from the faculty and leading voices from a variety of areas to raise awareness about and contribute to debate on the foremost issues in globalization that face us today. Proposal deadline: April 1 of the academic year prior to the one in which funding programming would take place |
https://international.uiowa.edu/faculty/ip-funding/provosts-global-forum |
Amy Welter amy-welter@uiowa.edu |
|
Awards & Nominations |
||||
| Exceptional Performance Awards for P&S Staff due | Award (funded by the department) for staff exceptional performance. Deadline: April 30, 2021 |
https://clas.uiowa.edu/human-resources/exceptional-performance-flexible-pay-awards | Julie Rothbardt julie-rothbardt@uiowa.edu |
|
May |
||||
|---|---|---|---|---|
| Task: | Description: | Website / Location: | Contact: | Report/Resource: |
| Teaching Salaries (summer) | Process faculty, adjunct and TA summer teaching salaries. | Self Service : Administration : Systems : HR Transaction System https://policy.clas.uiowa.edu/clas-policies-and-procedures/faculty/summerwinter-salary-teaching-course |
Jeff Donoghue jeffrey-donoghue@uiowa.edu |
|
| Faculty other source summer funding | Process faculty other source summer funding in workflow. | Self Service : Administration : Systems : HR Transaction System | Ryan Kirkey, ryan-kirkey@uiowa.edu | |
| Spring/Summer teaching schedules | Request the spring/summer teaching schedules from faculty and the adjunct spring/summer teaching schedules from area heads. | Department Specific | Department Specific | |
| Departmental Budgets Due | Departmental budgets due May 10, 2021. Use iPlan sheets & directions sent by Sherry Roe. |
Tom Koeppel, thomas-koeppel@uiowa.edu | ||
| Department Carryover Requests | Submit all carryover requests in the CLAS MAX system by May 20, 2021. | CLAS Business Briefs https://clas.uiowa.edu/finance/business-briefs | Kristen Wolf kristen-wolf@uiowa.edu |
|
| TA Tuition Estimates | TA Tuition estimates for 2021-22 due to Kristina Swanson by May 3, 2021. | Email from Allison Bierman, 3/30/21 | Kristina Swanson kristina-swanson@uiowa.edu |
|
| Graduate student appointments/ reappointments | Process graduate student appointments and reappointments. Graduate Reappointment System open May 31 - August 12, 2022 (tentative dates). |
New: HR Hub representative Reappointment: HR Hub representative (with access, Self-Service : Human Resources Systems : Graduate Assistant Reappointment |
Department Admin or Delegate | |
| Fall scholarships | Process fall scholarships in MAUI. | MAUI : Home : Scholarships & Grants Workflow | Area Accountants or Department Specific | |
| If not done in April: Extend end dates for lecturers & 0% appointments | Process yearly COS forms to extend the end dates for lecturers and 0% appointments. | Self Service : Administration : Systems : HR Transaction System | Department Admin or Delegate | |
| Summer Faculty Forms | Policies and procedures governing summer employment of faculty. | https://policy.clas.uiowa.edu/clas-policies-and-procedures/human-resources https://provost.uiowa.edu/human-resources-administration/faculty-hr-administration/faculty-appointment |
Jeff Donoghue jeffrey-donoghue@uiowa.edu |
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| Undergraduate Independent Study Enrollment Report | The Undergraduate Independent Study Enrollment Report due to CLAS. Submit for AY 20-21 by end of May. |
https://clas.uiowa.edu/teaching-policies-resources-undergraduate-independent-study-report | Cornelia Lang, cornelia-lang@uiowa.edu | |
| NOTE: Do not process forms that affect pay for July 1 | Process all HR forms prior to June 1 or in mid-July. This will avoid overriding changes made in the budget system. | Department HR Rep | ||
Awards & Nominations |
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| Nominations for Outstanding Staff Award, Board of Regents Staff Excellence Award, and David J. Skorton Staff Excellence Award in Service to The University of Iowa due | To recognize staff for outstanding accomplishments and contributions that significantly benefited or brought honor or recognition to the University. Deadline: May 5, 2021 |
https://staff-council.uiowa.edu/about/staff-council-awards | Staff Awards Committee staffawards@uiowa.edu |
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June |
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|---|---|---|---|---|
| Task: | Description: | Website / Location: | Contact: | Report/Resource: |
| Adjunct faculty reviews | Review of adjunct faculty due to CLAS June 2, 2023. | https://policy.clas.uiowa.edu/clas-policies-and-procedures/faculty/faculty-reviews-adjunct | Tiffany Schier, tiffany-schier@uiowa.edu | |
| Winter course offering schedule | Winter 2022 course offerings due in MAUI. Planner closes June 11, 2022. | MAUI : Home : Registrar : Offerings Planner reg-maui-support@uiowa.edu |
Department Admin or Delegate | |
| Fall teaching schedules | Request the fall teaching schedules from faculty and the adjunct fall teaching schedules from area heads. | Department Admin or Delegate | ||
| Strategic Plan Progress Reports | Submit year one progress reports on department/division strategic plans to CLAS. | https://clas.uiowa.edu/deos/mailing/may-18-2022/reminder-strategic-plan-progress-report-due-june-1 | Area Associate Dean | |
| Space assignments | Assign space for next academic year. | Department Admin or Delegate | ||
| Office moves | Organize office moves for the next academic year. | https://www.facilities.uiowa.edu/services/fmyourservice | Department Admin or Delegate | |
| Academic year picnic | Plan beginning of academic year picnic. | Department Admin or Delegate | ||
| Budget application | Yearly budget application. | https://fmb.fo.uiowa.edu/university-budget | Tom Koeppel, thomas-koeppel@uiowa.edu | |
| Account closeouts | Departments close out accounts. | https://policy.clas.uiowa.edu/clas-policies-and-procedures/budget-and-finances | Area accountants | |
| Terminations | All terminations for current AY must be done before payroll cutoff. | Self Service : Administration : Systems : HR Transaction System | Ryan Kirkey, ryan-kirkey@uiowa.edu | |
| NOTE: Do not process forms that affect pay for July 1 | Process all HR forms prior to June 1 or in mid-July. This will avoid overriding changes made in the budget system. | Department HR Rep | ||
Awards & Nominations |
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| Global Curriculum Development Award | Award is given to faculty creating a new undergraduate course, or substantially revising an existing course, in order to integrate international or global perspectives into an undergraduate major. Deadline: June 1 of the academic year prior to one in which funded programming would take place. |
https://international.uiowa.edu/faculty/ip-funding/curriculum-development | Amy Welter amy-welter@uiowa.edu |
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